n8n Warranty Claims Triage: OpenAI + Sheets + Gmail + Telegram

Automate n8n warranty claim triage—OpenAI evaluation, Google Sheets logging, and instant Telegram + email notifications

This n8n workflow receives warranty claim submissions via webhook, uses OpenAI to assess eligibility and recommend an outcome, logs every claim to Google Sheets, and coordinates responses through Telegram and Gmail. When needed, it emails customers with the current decision—and delivers a monthly Telegram summary of claims.

What this workflow does

• Receives claim data via a POST request to an n8n webhook (customer, product, purchase date, warranty months, and issue).
• Normalizes and validates inputs, generating a claim ID and timestamp; if required fields are missing, it sends an invalid-claim alert to your team in Telegram.
• Evaluates warranty eligibility with OpenAI to decide approved, rejected, or needs review, and to suggest an action (repair/replace/refund).
• Logs results to Google Sheets: appends the claim and the AI decision details into the Claims sheet (in your selected spreadsheet).
• Notifies via Telegram and email using Gmail:
  • If rejected or needs manual review: alerts your team in Telegram and emails the customer the current outcome.
  • If approved: posts an approval confirmation to Telegram.
• Sends a monthly summary (on the first day of each month) by reading all claims from Google Sheets, summarizing them with OpenAI, and sending the report to Telegram.

Use cases

• Handle warranty submissions from a website or support form without manual triage.
• Give your team a single Telegram feed of rejected/invalid/needs-review cases.
• Provide customers timely decision emails while keeping auditable records in Google Sheets.

Technical details

• Nodes / tools: webhook, if, set, OpenAI (AI steps), Google Sheets (Claims logging + monthly read), Gmail (customer emails), Telegram (team alerts + confirmations + monthly report), sticky note.
• Config: connect an OpenAI credential and select a model (default: gpt-4o-mini), then set the Google Sheets spreadsheet ID and “Claims” sheet name with matching columns.